COMPANY: Family Office
POSITION: Office Assistant
LOCATION: Atherton, CA (Onsite 5 days)
HOURS: ~9:00am - ~6:00pm with flexibility outside of work hours/weekends
COMPENSATION: Up to $100K DOE + Benefits + Discretionary Bonus
BACHELOR'S DEGREE: Required
Our client, a family office, is seeking a highly organized, detail-oriented, and discreet Office Assistant to support a high-net-worth family with a wide range of administrative, travel, and lifestyle needs. This role requires exceptional multitasking skills, a proactive mindset, and the ability to manage sensitive information with the utmost confidentiality.
Responsibilities of the Office Assistant:
-Plan and coordinate domestic and international travel for family members and staff, including flights, accommodations, ground transportation, and itineraries.
-Track and manage rental car reservations and ensure timely returns and renewals.
-Maintain up-to-date records of travel documents, including passports, visas, driver’s licenses, and other IDs.
-Establish and maintain relationships with hotels, concierge services, and travel vendors to ensure VIP-level service.
-Assist with the preparation and submission of expense reports, ensuring accuracy and timely reimbursement.
-Update and manage insurance policies related to travel, vehicles, and personal property.
-Maintain detailed records and databases for licenses, memberships, and subscriptions.
-Support the family office with special projects, including holiday gift planning, event coordination, and seasonal initiatives.
-Serve as a liaison between the family, vendors, and service providers.
-Anticipate needs and proactively resolve scheduling conflicts or logistical issues.
Requirements of the Office Assistant:
-Bachelor’s degree required.
-Proven experience in a similar role, preferably within a family office or luxury travel environment preferred.
-Strong organizational and time-management skills with keen attention to detail.
-Excellent written and verbal communication skills.
-Proficiency in Microsoft Office Suite and travel booking platforms.
-Ability to handle confidential information with discretion and professionalism.
-Flexible and adaptable with a service-oriented mindset.
-Verification of identity, education, prior employment, and references may be required.
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